SPA Process User’s Guide –
Chapter 3 – Navigation
Overview
This chapter provides instructions on how to obtain security clearance, how to log on to the SPA system and how to access screens on the system.
State Property Accounting Security
SPA provides users access to their agency’s data through two levels of security: mainframe access security and application security.
Mainframe access security is profile-based and allows agency personnel varying access to SPA screens/transaction codes (T-codes).
Application security establishes single or multiple agency relationships between state agencies.
The two security levels are interdependent and require close coordination between the agency’s security coordinator and property manager. If you need security assistance, contact your agency security coordinator.
Mainframe Access Security
Mainframe access security provides agency personnel with access to the SPA mainframe application. Access is initiated when an agency employee contacts their property manager who then makes a local request to their agency security coordinator. The agency security coordinator requests access to SPA from the Comptroller’s office.
Agency personnel who need access to SPA should consult with their agency’s property manager to determine the level of mainframe access security that best meets the needs of the agency and the user. The property manager and security coordinator should consider the following:
- Access needs of the person to be added or modified
- Segregation of responsibilities within the agency
The agency’s property manager and security coordinator should take the following steps to request the appropriate mainframe access for agency personnel.
Action
- The property manager determine the user’s SPA security level by selecting one of the following mainframe access security profiles:
SPA 1 All agency screens. Highest security level. SPA 2 Inquiry screens only. Lowest security level. SPA 3 Add property; add surplus; receive transfers; update surplus, debt-finance, location and property in suspense. SPA 4 All deletes, includes transfers and surplus. All inquiry. SPA 5 All deletes. News and report inquiry. SPA 6 All inquiry. Update location of property only. SPA 7 For use by Texas Facilities Commission (TFC) staff only. SPA 8 Applications Security Group. The chart on the next page depicts the T-codes/Screen IDs available with each type of mainframe security profile. All profiles can order reports.
- The property manager submits the following information to the agency security coordinator:
- the employee’s name and telephone number
- the employee’s Comptroller user ID (if established)
- the mainframe access security profile
- whether the access is for a single or multiple agencies (and which agencies)
- whether the employee is a property manager, alternate property manager or neither
- The agency security coordinator submits a request to the Comptroller’s office.
Note: Certain users may require access to electronic file transfer (EFT) for SPA. When this is the case, the agency security coordinator can include FTP in the request.
Mainframe Security Profiles and Access to SPA T-codes (Screens)
| T-code | Function | SPA01 | SPA02 | SPA03 | SPA04 | SPA05 | SPA06 | SPA07 | SPA08 |
|---|---|---|---|---|---|---|---|---|---|
| PAACQU | Update Property in Suspense | U | U | ||||||
| PAAGIN | Agency Information | C | |||||||
| PAAVAL | Update Financial Information | U | |||||||
| PACERT | Certification of Physical Inventory | C | |||||||
| PACLAS | Class Code Inquiry | I/C | I | I | I | I | I | I | |
| PADEBT | Debt Financed Inquiry | I | I | I | I | I | I | ||
| PADGSC | Advertise Surplus | U | U | U | U | ||||
| PADISP | Disposed Property Inquiry | I | I | I | I | I | I | I | I |
| PADLET | Disposal of Property | U | U | U | |||||
| PADPRE | Update Depreciation | U | |||||||
| PADUPD | Update Surplus Property | U | U | U | U | ||||
| PAFHST | Financial History Inquiry | I | I | I | I | I | I | I | |
| PAGOVT | Governing Agencies | I/C | I | I | I | I | I | I | |
| PAHIST | Non-Financial History Inquiry | I | I | I | I | I | |||
| PAIVAL | Property Financial Data | I | I | I | I | I | |||
| PALOCA | Location of Property | I | I | I | I | I | |||
| PALUPD | Update Location | U | U | U | |||||
| PAMENU | Menu | I | I | I | I | I | I | I | I |
| PAMSTR | Update Debt Financed | U | U | ||||||
| PANCHG | Change Property Number | U | U | ||||||
| PANDIT | Update News Display | I/C | I | I | I | I | I | I | I |
| PANEWS | News Display | I | I | I | I | I | I | I | I |
| PAPADD | Add Property | U | U | U | |||||
| PAPMGR | Assign User Access | I | I | I | I | I | I | I | C |
| PAPPFY | Add Prior Year Property | U | U | U | |||||
| PAPROP | Existing Property | I | I | I | I | I | I | I | |
| PAPUPD | Update Property | U | U | ||||||
| PARCVR | Recover Deleted Property | UP | |||||||
| PARFEX | Order Extract Download | U | U | U | U | U | U | I | |
| PARRPT | Order Reports | U | U | U | U | U | U | I | |
| PARXER | Receive Transfers | U | U | ||||||
| PASERS | Serial Number/Description Search | I | I | I | I | I | I | I | |
| PATOTS | Property Totals | I | I | I | I | I | I | I | |
| PATRAN | Transfer Property | U | U | U | |||||
| PAUCLA | Class Code Detail | I/C | |||||||
| PAUDIS | Update Inactive Property | U | U | U | |||||
| PAUERR | Update Error Code | I/C | |||||||
| PAUHDM | Update Hard Disposal Methods | UP | |||||||
| PAUSER | Search User Access | I | I | I | I | I | I | I | I |
| PAUVAL | Update Fund Value | U | |||||||
| PAVRPT | Reports Requested | I | I | I | I | I | I | I |
| I | Inquiry Only |
|---|---|
| U | Update Capability |
| C | Only Comptroller can update |
| UP | Only Property Manager can update |
Application Security Codes
The Comptroller’s office assigns one of the following application security codes to establish an appropriate access level:
| Code | Description | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 0 | User maintains SPA data for a single agency. | ||||||||||||||||||||
| 1 | User maintains SPA data for multiple agencies. | ||||||||||||||||||||
| C | Comptroller’s office employee who maintains/tests the SPA system and/or assigns Designated Title Codes. Title codes are used to identify the user’s level of authority and/or responsibility.
|
Deleting a User
The security coordinator and the property manager must use the following procedure to delete agency users who no longer have agency responsibilities in SPA.
| 1 | The property manager submits the employee’s name and user ID to the security coordinator. |
|---|---|
| 2 | The security coordinator submits a request for the deletion of a user’s access to the Comptroller’s office. |
SPA Security Report
To receive a list of an agency’s SPA users and their levels of security, contact the agency security coordinator.
Logging On to the SPA System
To log onto the SPA system, each agency must have:
- A connection to the Comptroller’s office mainframe,
- Security access into the Comptroller’s office mainframe and
- Security access to the SPA system.
Each SPA user must have a user ID, SPA profile and SPA Application Security Profile assigned by the agency’s security coordinator, which together provide security access to the Comptroller’s office mainframe.
Procedure
- Enter USAS on the Texas Map log-on screen or on an agency’s log-on screen.
. - - - - - . / . . User Help Desk / . . Glenn Hegar / . . Texas State Comptroller (512) 463-HELP / . . / . --...__.-.._.-._..--.. / . . / . . . _ _ _ _ _ _ . . / . . / . . / . Statewide . / . * . / . Teleprocessing . / . _ _ System . / . . / / . . Unauthorized use / - . / . . is prohibited. / / / . . Usage may be subject / . . to security testing and monitoring. / . . Misuse is subject to criminal / . . prosecution. There is no expectation / . . __ . of privacy except as provided by law. / / / / / - Press Enter. The Texas Comptroller Access screen appears.
VTAM/Switch 6.3 Session Manager Term: TCP50779 Date: 07/14/2011 Please enter your userid and password Time: 08:49:50 User ID : _______ Password : New Password : - Enter the user ID in the
USER IDfield. - Press Enter. The system tabs automatically to the
PASSWORDfield. - Enter the user password.
Note: If a user does not sign on to the Comptroller’s mainframe for more than 30 days, the user’s password is suspended. The agency’s security coordinator must reset it.
- Press Enter. The Uniform Statewide Accounting Session Manager screen appears.
VTAM/Switch 6.3 Application Selection User: TEST111 Term: T10123EA ===> _______________________________________________________________________ Select one of the following applications to start a new session 1 USAS(P) USAS PRODUCTION ACTIVE 19 SPRS(C) SPRS CONVERSION ACTIVE 2 USAS(T) USAS TRAINING ACTIVE 20 SPRS(P) SPRS PRODUCTION ACTIVE 3 USAS(S) USAS AGY SETUP ACTIVE 21 SPA(TEST SPA USER TEST ACTIVE 4 SPA(P) SPA PRODUCTION ACTIVE 22 USAS(C) USAS CONVERSION ACTIVE 5 SPA(T) SPA TRAINING ACTIVE 23 TINS(C) TINS CONVERSION ACTIVE 6 USPS(P) USPS PRODUCTION ACTIVE 24 TINS(M) TINS MAINT TEST ACTIVE 7 USPS(T) USPS TRAINING ACTIVE 25 N/A-25 INACTIVE 8 USPS(S) USPS CONVERSION ACTIVE 26 SFS (L) DEPLOYMENTS ACTIVE 9 TINS(P) TINS PROD ACTIVE 27 SFS(K) PARALLEL ACTIVE 10 HRIS(P) HRIS PRODUCTION ACTIVE 11 FACTS FACTS PROD ACTIVE 12 N/A-12 INACTIVE 13 TSO TSO ON PROD ACTIVE 14 USPS(C) USPS PROD CAL ACTIVE 15 CICS CICS CPA ACTIVE 16 USAS(A) USAS ACCEPTANCE ACTIVE 17 HRIS(A) HRIS ACCEPTANCE ACTIVE 18 USAS(F) FINANCIAL REPORT PF1-HELP PF3-END PF7-BACKWARD PF8-FORWARD PA1-ROTATE
- Select system number 4 (SPA).
- Press Enter. The SPA News screen appears.
- Press Enter again and the SPA Menu appears.
Note: If Pause/Break is pressed, a blank screen appears. The SPA Menu can be accessed by entering PAMENU and pressing Enter twice.
Accessing Screens on the SPA System
The SPA [Main] Menu (PAMENU) provides access to SPA screens. Abbreviated titles of the SPA screens are organized with the inquiry screens in the first column; add/delete screens in the second column; and update screens in the third column.
Procedure
Before you can access any SPA screen, you must log onto the SPA system and enter 4 (SPA) to pull up the SPA menu. Once the SPA menu appears, follow the procedure below:
- Enter X at one of the Menu options.
STATE PROPERTY ACCOUNTING (SPA) 03/24/04 MENU 17:46:28 INQUIRY ADD/DELETE UPDATE PRIMARY _ ADD PROPERTY _ UPDATE PROPERTY _ FINANCIAL _ DISPOSAL OF PROPERTY _ UPDATE FINANCIAL INFORMATION _ DEBT FINANCED _ ADVERTISE SURPLUS _ UPDATE SURPLUS INFORMATION _ LOCATION _ TRANSFER PROPERTY _ UPDATE DEBT FINANCED _ NON-FINANCIAL HIST _ RECEIVE TRANSFERS _ UPDATE LOCATION _ NEWS _ RECOVER DELETED PROPERTY _ UPDATE PROPERTY IN SUSPENSE _ DISPOSED PROPERTY _ ASSIGN USER ACCESS _ CHANGE PROPERTY NUMBER _ REPORTS REQUESTED _ ORDER REPORTS _ UPDATE INACTIVE PROPERTY _ CLASS CODE _ ORDER DOWNLOAD _ UPDATE FUND VALUE _ SERIAL/DESC SEARCH _ GOVERNING AGENCIES _ UPDATE HARD DISPOSAL METHODS _ USER ACCESS _ ADD PRIOR YEAR PROPERTY _ UPDATE DEPRECIATION _ PROPERTY TOTALS _ AGENCY INFORMATION _ FINANCIAL HISTORY _ CERTIFICATION SELECT AN OPTION WITH AN “X” AND PRESS ENTER CLEAR=EXIT PF1=REFRESH PF3=EXIT - Press Enter. The selected screen appears.
Note: To navigate to another SPA screen, press Home to get to the upper left corner and enter the screen ID and record key on the first line. The format is screen ID (period) record key elements (each separated by a period) and a period at the end. For example, a record key that consists of the agency number, property number and component number looks like this:
PAPADD.324.3240000001.01.
If a ten-byte property number is not entered, the user must press the space bar enough times to make sure that the ten-byte field has been filled. All spaces within a property number are valid values.
Screen Titles and Definitions
The list below explains which SPA screen corresponds to the abbreviated title that appears on the Menu shown previous and describes the function of that screen.
Inquiry Screens
Primary (Active) Property
The Primary (Active) Property (PAPROP) screen displays agency active property information.
Financial
The Property Financial Data (PAIVAL) screen displays agency property financial information.
Debt Financed
The Debt Financed Property (PADEBT) screen displays information about agency property financed by debt-finance instruments.
Location
The Location of Property (PALOCA) screen displays the three property location fields. It also displays the name of the person responsible for the property.
Non-Financial History
The Non-Financial History (PAHIST) screen (referred to as the audit trail) displays detailed non-financial transaction information on adds, corrections or deletions made to agency property.
News
The News Display (PANDIT) screen displays current and upcoming SPA system enhancements, migrations, calendar of events and other information communicated by the Comptroller’s office to SPA users.
Disposed Property
The Disposed Property (PADISP) screen displays agency property that has an assigned disposal method.
Class Code
The Class Code (PACLAS) screen allows users to view class code information by class code, description, useful life and if designated, as a controlled class code.
Serial Number/Desc Search
The Serial Number Description Search (PASERS) screen allows agencies to search for agency property by serial number or by description.
User Access
The User Access (PAUSER) screen displays all SPA users by name or user ID. The list of users that have access to SPA can be sorted by a designated agency.
Property Totals
The Property Totals (PATOTS) screen displays all property values broken down by component number and fund number.
Financial History
The Financial History (PAFHST) screen displays detailed financial transaction information (by component) on adds, deletes and increases/decreases in value made to agency property.
Certification of Physical Inventory
The certification of Physical Inventory (PACERT) screen displays physical inventory dates by fiscal year. Beginning in fiscal 2003, the number of items reported missing during the physical inventory and the value of those items are reported.
Add/Delete Screens
Add Property
The Add Property (PAPADD) screen allows agencies to add agency property to the SPA system.
Add Prior Year Property
The Add PY Property (PAPPFY) screen allows agencies to add prior year agency property to the SPA system.
Disposal of Property
The Disposal of Property (PADLET) screen allows agencies to dispose of agency property.
Advertise Surplus
The Advertise Surplus (PADGSC) screen allows agencies to dispose of agency property through the Surplus Property Disposal process administered by the Texas Facilities Commission (TFC). This screen assigns disposal method 05 to the property and begins the advertising process.
Transfer Property
The Transfer Property (PATRAN) screen allows agencies to initiate a transfer of agency property maintained on the SPA system to another state agency.
Receive Transfers
The Receive Transfers (PARXER) screen allows agencies to receive property transferred from another state agency.
Recover Deleted Property
The Recover Deleted Property (PARCVR) screen is used to recover agency property that has been deleted or made inactive.
Assign User Access
The Assign User Access (PAPMGR) screen is used by the Comptroller’s security staff to specify the level of security assigned to SPA users.
Order Reports
The Order Reports (PARRPT) screen allows agencies to order SPA reports online.
Order Download
The Order Extract Download (PARFEX) screen allows users to order download extracts online for their agency. There are five available formats in which users can receive their information.
Governing Agencies
The Governing Table (PAGOVT) screen is used by the Comptroller’s SPA staff to update the governing table within the SPA system. The governing table allows an agency to maintain data for another agency. Agencies are able to view this screen.
Update Screens
Update Property
The Update Property (PAPUPD) screen allows agencies to update nonfinancial property information previously entered.
Update Financial Information
The Update Financial Information (PAAVAL) screen allows agencies to update agency property financial information and add new financial records.
Update Surplus Information
The Update Surplus Information (PADUPD) screen allows agencies to update information about agency property in the surplus property disposal process administered by the TFC.
Update Debt Financed
The Update Debt Financed (PAMSTR) screen allows agencies to add debt financed information when Acquisition Method 08 – Debt Financed Instruments is used. It is also used to update debt finance information.
Update Location
The Update Location (PALUPD) screen allows agencies to update the location of agency property or the name of the person responsible for the property.
Update Property in Suspense
The Update Property in Suspense (PAACQU) screen allows agencies to update property entered into SPA using Acquisition Method 13.
Change Property Number
The Change Property Number (PANCHG) screen allows agencies to change a property number at the property number level. The change can only be made if the property number and all of its components are active. Pending or completed transfers cannot be changed.
Update Inactive Property
The Update Inactive Property (PAUDIS) screen allows agencies to update inactive agency property (property with a &ld
“hard” disposal method) without reactivating the property.
Update Fund Value
The Update Fund Value (PAUVAL) screen allows agencies to increase or decrease value. The screen also allows agencies to remove invalid zero-value fund records when there is another fund for that component with value.
Update Hard Disposal Methods
The Update Hard Disposal Methods (PAUHDM) screen allows agencies to change disposal methods 03, 04, 08–18, 20–30 and update disposal information. Users who can update this screen have a title code of P (property manager) or A (alternate property manager) and have a SPA 1 security profile.
Update Depreciation (Depreciable Entities)
The Update Depreciable Entities (PADPRE) screen allows agencies to update factors used to calculate depreciation on agency property. Factors that can be updated include: historical indicator, depreciation indicator, useful life and residual percent.
Agency Information
The Agency Information (PAAGIN) screen is used by the Comptroller’s SPA staff to open and close agency accounting periods in SPA.
System Lock-ups at the End of a Screen
If more characters are entered in the last field of a SPA screen than the field can accommodate, the system locks up. If this happens, do the following:
- Refer to Appendix F “Data Dictionary” to determine the length of the field.
- Next, clear the screen. The method for clearing the screen varies by agency. Two of the most common methods are: pressing Control and the letter C simultaneously; or pressing Pause.
- Correct the entry by limiting the number of characters to the field length and process the correction by pressing Enter.
Changing Your Password
A user’s password must be changed every 90 days. The system notifies the user when it is time to change their password.
During normal log-on procedures or during a change of password, the system suspends the user if they fail to enter a valid password on the third attempt.
If a user forgets their password, the security coordinator must reset it.
Procedure
- Enter USAS on the Texas Map log-on screen.
- Press Enter. The Texas Comptroller screen appears.
VTAM/Switch 6.3 Session Manager Term: TCP50779 Date: 07/14/2011 Please enter your userid and password Time: 08:49:50 User ID : _______ Password : New Password : - Enter your user ID in the
USER IDfield. - Press Enter.
- Enter your current password in the
PASSWORDfield. - Press Tab.
- Choose a new password using the following guidelines:
- Passwords must be eight characters.
- At least two of the characters must be numeric.
- Passwords should not be written down.
- Enter your new password in the
NEW PASSWORDfield. - Press
Tab. - Re-enter your new password in the second
NEW PASSWORDfield. - Press Enter. If your password has been successfully changed, the Uniform Statewide Accounting Session Manager screen appears.
Logging Off the SPA System
Procedure
- Exit SPA by pressing F3.
- Enter LOGOFF on the first line of the blank screen. (If CSSF Signoff is at the top of the blank screen, enter LOGOFF over that. There is no need to clear it first.)
- Press Enter. The user has now logged off from the SPA session. The Uniform Statewide Accounting screen appears.
- Enter the appropriate system number to view another session.
– or –
Enter LOGOFF to exit the USAS system.VTAM/Switch 6.3 Application Selection User: TEST111 Term: T10123EA ===> LOGOFF_______________________________________________________________________ Select one of the following applications to start a new session 1 USAS(P) USAS PRODUCTION ACTIVE 19 SPRS(C) SPRS CONVERSION ACTIVE 2 USAS(T) USAS TRAINING ACTIVE 20 SPRS(P) SPRS PRODUCTION ACTIVE 3 USAS(S) USAS AGY SETUP ACTIVE 21 SPA(TEST SPA USER TEST ACTIVE 4 SPA(P) SPA PRODUCTION ACTIVE 22 USAS(C) USAS CONVERSION ACTIVE 5 SPA(T) SPA TRAINING ACTIVE 23 TINS(C) TINS CONVERSION ACTIVE 6 USPS(P) USPS PRODUCTION ACTIVE 24 TINS(M) TINS MAINT TEST ACTIVE 7 USPS(T) USPS TRAINING ACTIVE 25 N/A-25 INACTIVE 8 USPS(S) USPS CONVERSION ACTIVE 26 SFS (L) DEPLOYMENTS ACTIVE 9 TINS(P) TINS PROD ACTIVE 27 SFS(K) PARALLEL ACTIVE 10 HRIS(P) HRIS PRODUCTION ACTIVE 11 FACTS FACTS PROD ACTIVE 12 N/A-12 INACTIVE 13 TSO TSO ON PROD ACTIVE 14 USPS(C) USPS PROD CAL ACTIVE 15 CICS CICS CPA ACTIVE 16 USAS(A) USAS ACCEPTANCE ACTIVE 17 HRIS(A) HRIS ACCEPTANCE ACTIVE 18 USAS(F) FINANCIAL REPORT PF1-HELP PF3-END PF7-BACKWARD PF8-FORWARD PA1-ROTATE
- Press Enter. The logoff is complete and the Texas Map log-on screen appears.